Turning Scheduling into an Effortless and Enjoyable Activity for a Community Sports Center

A popular and well-loved sports center in Gainesville, Florida -- Sun Country Sports Center® offers dozens of programs to children and youth in the area. From competitive gymnastics and rock climbing teams to recreational swimming and dance activities, there's something for everyone here. The sports center even provides preschool, afterschool, day camp, and summer camp programs to help kids learn and develop a love of exercise.

  • Multiple Positions
  • Time Clock
  • Payroll Reporting
  • icon-quickbooksQuickbooks Integration

The Challenge

Making Employee Scheduling Work

The Challenge

Balancing all of these activities on a daily and weekly basis requires a lot of moving pieces, though -- both on the frontend and backend of the sports center's operations.

"We have probably 45 different positions and many of our staff work in multiple departments," explains Claire Rini, the Payroll Department Leader for Sun Country Sports Center®. "But they receive different rates of pay, depending on what they're doing. For example, they may not make the same rate working in the office as they do when they instruct swim lessons."

As a result, there was no easy way to schedule employees, track shift time, and manage payroll. Every Department Leader handled it a little differently, and the success of the entire system was dependent on 60+ employees checking their email and text messages frequently.

The Project

Hopeful that they could find a streamlined way to manage their employees, Sun Country Sports Center® started looking for a robust scheduling tool. However, with a long list of requirements, they couldn't just adopt any platform. They needed one that checked all the boxes.

"We needed a system that separated the different positions and gave us the flexibility to add as many roles as we needed to," explained Claire. "We also needed it to have a time clock feature, because we didn't want to have a separate scheduling system and time clock. We wanted those features to integrate together."

"We were also looking for a scheduling tool that would allow employees to actually view their schedules," Claire continued. "Our previous system didn't do that. And it was an issue because people would forget to come in for their shift. However, with SubItUp, it's very clear. They can be responsible for checking in on when they're working and in what department."

"We needed a system that separated the different positions and gave us the flexibility to add as many roles as we needed to. We also needed it to have a time clock feature, because we didn't want to have a separate scheduling system and time clock. We wanted those features to integrate together."
Claire, Sun Country Sports Center®

The Solution

One Platform, Three Critical Features

Employee Scheduling & Time Tracking

While SubItUp's approach to scheduling is simple, it's been significant for Claire's team. Seasonal schedule updates can be made with a few clicks and typed entries. And employees can clock-in and out at iPad stations when they arrive for their shift. Data for both is saved to the same system, which means Claire can view everything from a single dashboard, and employees can track information relevant to them, easily.

"A lot of places use a separate scheduling system and time clock," says Claire. "But I can't foresee us ever wanting to use one or the other without having both. And SubItUp has found a way to make them work extremely well together."

"My recommendation is: if you're considering SubItUp, you should definitely use both the scheduling system and time clock if you have the ability to."

Payroll Processing

SubItUp also makes it infinitely easier for Sun Country Sports Center® to handle their backend payroll work, as it automatically cross-checks employee entries and fixes mistakes in the moment.

"The time clock is set up to reconcile employee entries to the time they're scheduled to work," explains Claire. "So say they're scheduled from 12:00 to 2:00 and they clock in at 11:45 am and clock out at 2:15 pm. The report automatically reconciles their time clock punches to match their scheduled shift."

"SubItUp's report also integrates easily with our rates of pay and payroll items in QuickBooks," explains Claire, "so the accountant can process the report and get everything direct deposited easily."

Seamless Support

Even though SubItUp's system was starkly different from the sports center's previous way of scheduling employees, the directors and managers were able to get over the learning curve quickly.

"I had to take time to learn the system first," says Claire. "But it's super user-friendly. Once you know how to do one thing, the other features are really intuitive. The SubItUp staff was also always available. So if we ever had an issue, I could actually get a hold of them and get help."

"It's super user-friendly. Once you know how to do one thing, the other features are really intuitive. The SubItUp staff was also always available. So if we ever had an issue, I could actually get a hold of them and get help."
Claire, Sun Country Sports Center®

The Benefits

Greater Transparency and Involvement Across the Board

Employee Accountability

For Claire, the biggest benefit of SubItUp is the greater level of autonomy and accountability the employees have in regard to their shift schedules and time tracking.

"Before, if somebody missed their shift, we had to remind them to check their email," explains Claire. "With SubItUp, it's crystal clear when they're supposed to be here. And if they try to drop a shift, SubItUp still lists it as their responsibility until someone else picks it up. Those little things make it easier to hold our employees accountable."

"They can also see their time clock data," says Claire, "which is nice because they can't always remember if they clocked in or out that day. And if they look at their hour summary and see that they missed a time punch somewhere, we have a method for them to correct it and have it approved by their manager."

Real-Time Schedule Updates

Besides scheduling flexibility, Claire explained that being able to make changes as needed and have the information sent to employees in real-time is incredibly convenient for Sun Country Sports Center®.

"If we remove a shift, I don't have to take the extra step of emailing or calling that person to let them know. SubItUp sends them a notification automatically -- which allows me to bypass the extra work," says Claire.

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